Archive and Recover a Fact Sheet

Archiving and Recovering a Fact Sheet

The option Archive Fact Sheet is available in the right sidebar for the user profiles member and administrator. When you archive a Fact Sheet, you need to specify a reason for doing that. This will help other users to understand the archival better and enhance transparency. LeanIX will not delete the Fact Sheet completely right away, but instead, move it to the retained archive from where it can be recovered until the retention period ends.


Retention period

As of 1st of July 2022 the retention period for archived Fact Sheets is 90 days. All archived Fact Sheets will be deleted automatically after that period, starting with the deletion of the oldest Fact Sheets.

If accidentally archived, that archived Fact Sheet can be recovered within the retention period. In order to actively manage records, such as decommissioned applications, we recommend using the Lifecycle wherein the relations of the Fact Sheets remain visible, and the records are included in the Reports.

Background information for this change:
In many workspaces, it was noticed that there were a high number of archived Fact Sheets but a very low rate of restoring them, especially after some time. So, this decision has been taken to allow the cleanup of wrong and duplicate data from the Inventory, thereby optimising the performance and speed of rollout of new features within the workspaces. It also helps save unneeded computing and storage resources and improves our contribution towards green IT.

Pricing Implications
Archived Application Fact Sheets do not count for pricing.

To access a Fact Sheet that has been archived, the user needs to use the filter function, since it has been removed from the default Inventory list. A Fact Sheet can be recovered the same way it was archived (the Archive button will be replaced by a Recover button).


Once the Archive button is selected, a text box will prompt the user to state the reason for the archival.

Archiving Fact Sheets in Batch

You can archive multiple Fact Sheets in batch using the Excel import feature. Follow these steps:

  1. Create an import template by exporting Fact Sheets. You can apply filters to export the Fact Sheets that you want to archive. To learn how to create an import template, see Export Your Data via Excel.

  2. In the Excel file that you exported, add the action column and enter archive for each Fact Sheet that you want to archive. Save the file.

    "Action" Column for Archiving Fact Sheets in an Excel Import Template

    "Action" Column for Archiving Fact Sheets in an Excel Import Template

  3. Import the file using the Excel import feature. For instructions, see Import Your Data via Excel. You should see the number of Fact Sheets in the Fact Sheets to be archived section of the import dialog.

Upon successful import, the Fact Sheets are archived. The comment is automatically set to archived by Excel import.

Viewing Archived Fact Sheets

If the Fact Sheet is still listed under "RECENTLY VIEWED" (right sidebar) you can open it directly. Then a "Recover" button will be available at the right sidebar. Otherwise:

  • Go to the Inventory and select the Fact Sheet Type of the Fact Sheet you are looking for
  • In the filter menu, look for "Trash bin" and choose "Archived"
  • Archived Fact Sheets are now shown in the inventory list
  • Click on the archived Fact Sheet and then a "Recover" button will be available on the right sidebar